CONTINUITY OF OPERATIONS PLAN - Hillsborough CountyTo devise a Continuity of Operations Plan...

CONTINUITY OF OPERATIONS

PLAN

(Disaster Recovery)

FOR THE

CLERK OF THE CIRCUIT COURT

HILLSBOROUGH COUNTY

H:\CLERKNET(H DRIVE)\safety\COOP\COOP.docx Revised 06/30/2014

ii

Table of Contents Security Notice ........................................................................................................................................ iii

1.0 EXECUTIVE SUMMARY .............................................................................. 1 1.1 Mission Statement ........................................................................................................................... 1 1.2 Introduction ..................................................................................................................................... 1 1.3 Objectives ........................................................................................................................................ 1 1.4 Applicability and Scope ................................................................................................................... 2

2.0 COOP PLAN IMPLEMENTATION (CONCEPT OF OPERATIONS) ............ 3

3.0 DECISION PROCESS .................................................................................. 4 3.1 Closing the Office ............................................................................................................................ 4

4.0 LEADERSHIP GROUP ................................................................................ 5 4.1 Chart Overview Leadership Group .................................................................................................. 6 4.2 Order of Succession and Delegations of Authority ......................................................................... 6 4.3 Alert and Notification ...................................................................................................................... 7

5.0 COMMUNICATIONS OPTIONS FOR CLERK’S STAFF ............................. 8 5.1 Two Way Notification ..................................................................................................................... 9 5.2 Contact Information Cards .............................................................................................................10 5.3 Clerk’s Emergency Phone Numbers ...............................................................................................10 5.4 Satellite Phone Numbers /GETS & WPS .......................................................................................10 5.5 External Agencies Communications Information ...........................................................................10

6.0 HURRICANE PREPARATION GUIDELINES ............................................ 11 6.1 Storm Preparation Check List .........................................................................................................15 6.2 Equipment Protection Checklist .....................................................................................................16 6.3 Emergency Supply Items – “To Go Box” ......................................................................................18

7.0 STAFFING THE OFFICE ........................................................................... 20 7.1 Access .............................................................................................................................................21 7.2 My Disaster Contacts Page General Information ...........................................................................21

8.0 RECOVERY/RECONSTITUTION ............................................................... 22 8.1 Time Critical Functions ..................................................................................................................23 8.2 Alternate Sites ................................................................................................................................24 8.5 Records Damage Assessment (Internal Form See 8.0) ...................................................................27

9.0 APPENDICES ............................................................................................ 29 9.1 Driving Directions to alternate sites ...............................................................................................30 9.4 Clerk’s Emergency Phone Numbers ...............................................................................................32 9.5 Senior Staff Overview ....................................................................................................................33 9.6 External Communications ..............................................................................................................34 9.8 Clerk’s Time Sheet .........................................................................................................................38 9.10 FEMA Information .........................................................................................................................39 9.11 Employee Disaster Plan – “My Disaster Contacts” - FAQ’s ..........................................................42 9.12 Employee Relations Policies ER-3.10 and ER-3.11 .......................................................................45

10.0 ACRONYMS ............................................................................................... 50

11.0 GLOSSARY ............................................................................................... 51

14.0 DEPARTMENT DISASTER PLANS ........................................................... 52

15.0 ESSENTIAL FUNCTIONS ......................................................................... 53


iii

Security Notice

Disclosure of some or all of the information in this Continuity of Operations Plan

(COOP) could endanger the lives and/or privacy of Clerk employees, and compromise

the security of the Clerk’s essential equipment, services and systems. Distribution of this

plan is limited to those individuals who need to know the information to activate and

implement the COOP (Plan).

NOTE: Some sections found in the management version of this document have been

omitted from this version of the COOP plan. The omitted sections do not affect the

overall information presented.


1

1.0 Executive Summary This Continuity Of Operations Plan (COOP) is authorized under the authority of the

Clerk of the Circuit Court and is used to prevent, prepare for, respond to, and recover

from a disaster.

This COOP encompasses all of the Clerk of the Circuit Court’s Offices, personnel and

operations of the departments. It presents a management framework to establish

operational procedures to sustain departments and essential functions if normal

operations performed at the courthouse or other buildings housing the Clerk’s functions

are not feasible. It also guides the recovery and reconstitution of the Clerk’s operations

to pre-event status, focuses on actions that must be initiated after an incident to ensure

continued operations of essential functions, and provides for sustained essential

operations, which could be 30 days or more. The plan recognizes that full recovery and

reconstitution of the Clerk’s activities may take weeks or months.

1.1 Mission Statement

To devise a Continuity of Operations Plan ensuring the continuity of mission critical

functions for the Office of the Clerk of the Circuit Court under emergency and/or disaster

conditions.

1.2 Introduction

Based on the events of the past several years from the 9 - 11 event to the continuing cycle

of weather events and other natural disasters, the Clerk’s Office has an increased focus on

emergency management, preparedness and response planning and training.

This COOP follows the widely recognized guidance of other government agencies, non-

profit agencies and private industry. Whole or partial sections of various disaster plans

from other agencies or non-profit agencies and private industry have been modified and

incorporated into this plan.

1.3 Objectives

a. Plan for Disaster/Emergency

b. Evaluate and contain the impact

c. Implement an organized response

d. Minimize disruptions

e. Provide alternative means of conducting business

f. Restore services


2

1.4 Applicability and Scope

This COOP applies to the entire Clerk’s Office and its responsibilities to the County’s

Comprehensive Emergency Management Plan (CEMP), the Thirteenth Judicial Circuit

Courts and the citizens of Hillsborough County.

The COOP provides a proactive and timely response to potential disruptions in service, a

timely recovery and reconstitution to normal operations after the disaster and/or

emergency event. It includes vital records availability and protection, Information

Systems access, a reliable communications infrastructure, and management control. This

is needed to perform critical functions, provide service to the public and collaborative

efforts with other government agencies, while adapting and responding appropriately to

sudden changes in the operational environment. The COOP can be implemented at

anytime, with or without warning, during duty or non-duty hours. It is intended to

mitigate disruptions to operations and staff within the limits of resources available to the

Clerk’s Office during a disaster and/or emergency event.

A broad array of disruption or emergencies may occur within or near the offices as a

result of natural hazards, human-induced hazards or terrorism incidents such as those

listed in Figure1.

Figure 1: Potential Threats That May Require an Emergency Management Response

Natural Threats Manmade Threats Terrorist Threats

Pandemic flu

Hurricanes

Floods

Fire

Tornadoes

Explosions

Hazardous materials

Transportation accidents or

incidents

Arson

Assaults/acts of violence

Power grid failure

Conventional weapons

Incendiary devices (bomb)

Biological and chemical

devices

Cyber-terrorism

Weapons of mass

destruction


3

2.0 COOP Plan Implementation (Concept of Operations)

Initial response to

emergencies will be outlined

and followed based on the

emergency procedures

The CEPG* or an individual

member of the CEPG will make

an initial assessment as to

whether or not the COOP

needs to be activated

Handle the emergency

situation

Does the emergency cause

the COOP activation?

Is the length of the closure

minimal and acceptable?

Address the emergency and

resume full operations as

soon as practical in the

primary facility

Address emergency and

resume full operations in

primary facility

Activate COOP and begin the

process toward performance of Plan

essential functions in a

predetermined and temporary

alternate facility

The CEPG will assess whether

or not full operations in the

primary facility can be

recovered within 30 days of

plan activation

Can full operation in primary facility be

recovered in approximately 30 days?

Perform essential functions under

the COOP plan on a temporary

basis

Return to full operations in the

primary facility

Perform essential functions

under the COOP plan on a

temporary basis

Immediately begin efforts to recover

full operations in approximately 30

days in a long term alternate facility.

Full operations in a long term

alternate facility initiated

Immediately

No

Yes

Yes

No

Immediately

Yes No

* Diagram based on excerpts from the Florida

Supreme Court Workgroup on Emergency

Preparedness

EMERGENCY

(Pending or Occurs)

*CEPG is the Clerk’s Emergency Policy Group see 4.0


4

3.0 Decision Process A sudden emergency, such as an explosion, fire, act of violence, or prisoner incident,

may require the evacuation of a courthouse or other buildings housing Clerk’s employees

with little or no advance notice. The evacuation and response to other critical incidents

will be accomplished in accordance with existing critical incident, evacuation, and other

emergency procedures for the building (s). In the event of a hurricane or other

emergency event with some warning time, the Clerk’s Office will follow the directives

of the Chief Judge and the County Administrator regarding County-wide emergency

procedures and closures. The Clerk’s Emergency Policy Group (CEPG) will convene

to make decisions and initiate the notification process based on the actions of the Chief

Judge and County Administrator.

3.1 Closing the Office

The offices of the Clerk of the Circuit Court will close based on the directives issued

by the Clerk. It is possible that some parts of the office may close before other Clerk’s

offices close. Because of the variable nature of the functions performed, it is necessary

to divide the office into two parts for the purposes of announcing the closing of the

office.

Group 1 consists of Clerk’s employees in Court’s departments or court related functions

which also includes the Satellite offices, Records Management and MIS. When the Chief

Judge informs the Clerk that he has received the necessary permissions from Tallahassee

to close the courts, the Clerk will direct the closure of those court related offices.

Group II consists of all other Clerk’s employees including those under Clerk to the

Board. When the County Administrator closes the Hillsborough County government

offices, the Clerk will direct the closure of this portion of the office. At the discretion of

the Clerk, this group can be expanded to include other non-essential personnel who work

in Courts or courts related functions.

Related information

All staff should be made aware that their Clerk’s issued ID badges are extremely

important. They need to have and be prepared to display their badges if requested by

authorities controlling entry points after a significant event affecting our area.


5

4.0 Leadership Group

Clerk’s Emergency Policy Group (CEPG)

Members: Pat Frank - Clerk of the Court, Dan Klein – Clerk to the Board, Dale Bohner-

Legal Counsel, Ramin Kouzehkanani - Chief Information Officer IT, Chief Deputies –

Doug Bakke, Kathy Regan, Mark Ware, Rachel Diny, Linda Goldstein –

Communications ( Public Relations) , Patricia Brown- Deputy Incident Commander,

Vicki Spence – Human Resources

Clerk’s Emergency Policy Group continued:

Incident Commander – Rachel Diny

Deputy Incident Commander – Patricia Brown

Public Relations Officer – Linda Goldstein

Safety Officer – TBA

Incident Management Team

Members: Patricia Brown- Deputy Incident Commander, -TBA- Safety,

Jackie Burns- Purchasing, Bruce Wilson - IT, JoAnn Constantini –Records

Management- Vicki Spence – Employee Relations, Bert Barber- Contracts, Carole Priede

– At Large (Resource Members to be called on as needed – Courts – TBA, BOCC –

TBA, CCC Accounting – TBA, Records Management – TBA).

Work Teams

Members: All Operational Directors, Managers and Staff of each department in the

Clerk’s Office based on the needs of the Office.


6

4.1 Chart Overview Leadership Group

The Clerk’s Emergency Policy Group (CEPG) serves as the leadership group

responsible for activating the COOP. The Incident Commander(IC) will take charge of

the events and assist the teams as needed. The Deputy Incident Commander (DIC) will

assist the Incident Commander and assume his duties and responsibilities in his absence

or as delegated by the Incident Commander. The Public Information Officer (PIO) will

handle employee and public announcements regarding the Office. The Safety Officer

(SO) will monitor the situation and attempt to minimize any potential safety hazards and

assist the IC and DIC as needed. The Incident Management Team (IMT) is responsible

for assisting in the performance of the prioritized essential functions identified in this

plan by giving guidance, assisting in relocations, supply lines, and personnel

assignments. Work Teams members are comprised of all the Operational Directors,

Managers and Staff of each department in the Clerk’s Office based on the needs of the

Office. The chart represents the structure of the leadership group pre and post event.

Members of the groups are listed in section 4.0 titled Leadership Group.

4.2 Order of Succession and Delegations of Authority

Primary– Pat Frank – Clerk of the Circuit Court

Secondary – Dan Klein

Order of succession alternates in the event Pat Frank and Dan Klein are not available will

be the Chiefs.

If the Order of Succession must be implemented then:

Any Chief can make a global decision affecting the office if necessary, with each Chief

having primary responsibility for their area in the office.

The Chiefs, as part of the Clerk’s Emergency Policy group, will work together to

maintain leadership and to craft decisions to ensure a seamless command structure.

Clerk’s Emergency Policy Group

Incident Commander

Deputy Incident Commander

Incident Management

Team

Work Teams

Safety Officer

Public Information Officer


7

Decisions made should also be communicated to the Deputy Incident Commander

(Patricia Brown) who will be coordinating the disaster recovery effort in the absence of

the Incident Commander (Rachel Diny).

Areas of primary responsibility:

For Courts – Doug Bakke, Kathy Regan, Mark Ware

For Clerk to the Board – Daniel Klein

For IT – Ramin Kouzehkanani

Clerk’s Administration – Rachel Diny

For Human Resources – Vicki Spence

Pat Frank or Dan Klein or in their absence, any of the Chiefs, may delegate in writing

administrative authority for human resources, budget, finance, procurement or other

actions to qualified individuals in the organization with the responsibility to revert back

to the designating authority as soon as possible during or after the event.

4.3 Alert and Notification

CEPG (Clerk’s Emergency Policy Group) meets and decides to activate the COOP

(Continuity of Operations Plan). Actions to initiate a notification tree are as follows:

CEPG members contact the Directors – See appendix for Senior Staff

Overview and Clerk’s Emergency Phone numbers

Directors contact their managers

Managers contact their staff

PIO ( Public Information Officer) will create and place an emergency message on

the employee message line

PIO will create messages for the Clerk’s Intranet and if needed for the Internet as

well.

PIO will contact the Webmaster to post the information

PIO will create email message – Outlook/web mail clerk wide

CEPG

DIRECTORS

MANAGERS

STAFF

PUBLIC INFORMATION

OFFICER


8

5.0 Communications Options for Clerk’s Staff

Target Audience Warning/Notification of Initial incident Resumption of services/

directions for accessing them

The Public

Media (local - TV and radio)

Clerk Web Site: www.hillsclerk.com

Media (local - TV and radio)

Clerk Web Site:

www.hillsclerk.com

Clerk’s Office

Clerk Web Site – www.hillsclerk.com

Clerk’s Intranet - Default website

Email Broadcast

Internal Contact List

Media

Cell Phones (personal and Office issued)

Satellite Phone list

Blackberry – Clerk’s Emergency Contact list

Clerk Emergency Information Line (276-

2029 ext. 5000 or Verizon Line – 276-2267

Department emergency voice mail box -276-

8100 or 276 -2029 ext. . see appendix

9.4

Clerk Web Site-

www.hillsclerk.com

then select Emergency Message

Center

Web mail:

https://webmail.hillsclerk.com

Internal Contact List

Media

Cell Phones (personal and Office

issued)

Blackberry

Satellite Phone list

Clerk Information Line-

276.2029.ext.5000 or Verizon Line

276.2267

Departments’ Emergency Voice

mail box -276-2029 or 276-8100

ext. . see appendix 9.4

Emergency Message Center Option:

During an emergency event the Clerk’s Web site will have a link to an Emergency

Message Center for Clerk’s employees. The user name and password to access the link

will be on the Contact cards given to employees at the beginning of Hurricane season.

The Office will be able to post announcements. It would not be a primary communication

tool but one of several communication options.

Web Mail Option: http://webmail.hillsclerk.com

At the log in – enter your user name @hillsclerk.com

Password – enter the password you normally use to log on to the system

http://www.hillsclerk.com/


https://webmail.hillsclerk.com/

http://webmail.hillsclerk.com/


9

5.1 Two Way Notification

If there is a need for employees to call in to contact management, or receive information

specific to their department, employees should attempt to reach their department by using

contact numbers provided to them. If the in-house phone system is operational,

employees may call their department’s emergency message voice mail box extension to

listen to a message and leave a message if necessary. The director and / or managers of

the department will monitor this voicemail box and retrieve the messages. Directors for

each department will be responsible for creating the message for their department’s

emergency voice mail box. Messages on the department’s mail box will be specific to

that department and will not take the place of the general recorded emergency message

on the Clerk’s Information line.

Directions for STAFF to reach Department Emergency Voice Mail Boxes

A. Call main number ( 276-8100 or 276-2029)

B. At the Greeting enter the department’s emergency mail box extension

C. Listen to recorded message

D. Leave message after prompt if necessary

*** For Department Emergency Voice Mail box numbers see 9.4 Clerk’s Emergency

Phone numbers


10

5.2 Contact Information Cards

The contact cards provide information on emergency phone numbers and a web based

emergency message center which will be activated during emergency situations as

needed.

Contact information cards will be issued to each employee. They are preprinted with the

information listed below. Each department will write in their emergency voice mail box

extension in the space provided.

1. Clerk wide emergency information number – 276-8100 or 276-2029 extension 5000.

Alternate number – 276-2267

2. Department voice mail box emergency information number – 276-8100 or 276-2029

extension ________

3. Clerk web Emergency Message Center (www.hillsclerk.com)

Username: clerk, password: court

5.3 Clerk’s Emergency Phone Numbers

Listing of contact information and Senior Staff Overview Chart. See Appendix 9.4 and

9.5.

5.4 Satellite Phone Numbers / GETS & WPS

Satellite phones have been issued to certain personnel to maintain a communications link

in the event regular phone service and cell phone service is not available.

GETS- The Government Emergency Telecommunications Service (GETS) provides a

high probability of completion for land line phone calls when normal calling methods are

unsuccessful. Certain Clerk’s personnel are enrolled in this system. See Appendix 9.3.

WPS - is a Federal program that authorizes cellular communications service providers to

prioritize calls over wireless networks. Certain Clerk’s personnel are enrolled in this

system. See Appendix 9.3.

5.5 External Agencies Communications Information

For contact information for other City, County, State, and Federal agencies see Appendix

9.6.



11

6.0 Hurricane Preparation Guidelines

DEFINITIONS

A. Hurricane Alert Levels: Categories used as a guide in checking on the progress of

the storm and in executing precautionary measures. These categories are keyed

to the forecast time of arrival of 57 MPH or greater winds related to a tropical

storm:

Level I 72 to 60 hours Level III 46 to 36 hours

Level II 60 to 46 hours Level IV 36 to Landfall

B. Atlantic Hurricane Warning Service: An organization headquartered at the

National Hurricane Center in Miami, and NOAA Weather Bureau Hurricane

Warning Offices in San Juan, New Orleans, Washington, and Boston, which

maintain a constant watch for tropical disturbances of all types.

C. Tropical Storm Watch: When winds of 39-73MPH are expected within 24 to 36

hours, a tropical storm watch is added to the advisory message.

D. Tropical Storm Warning: When winds of 39-73MPH are expected, a tropical

storm warning is added to the advisory message. Advisories indicate the coastal

area to be affected by the warning, the time during which the warning will apply,

and the expected intensity of the disturbance. If a hurricane is expected, tropical

storm warnings probably will not be issued before hurricane warnings.

E. Hurricane Watch: If a hurricane continues its advance and threatens coastal and

inland regions, a hurricane watch is added to the advisory, covering a specific

area and duration. A hurricane watch means that hurricane conditions are a real

possibility within 24 to 36 hours. Chances are 1-in-3 the center part of the watch

area will be hit. When a hurricane watch is issued, everyone in the area covered

by the watch should listen for further advisories and be prepared to act quickly if

hurricane warnings are issued.

F. Hurricane Warning: When hurricane conditions are expected within 24 hours, a

hurricane warning is added to the advisory. Hurricane warnings identify coastal

areas where winds of at least 74MPH are expected to occur. A warning may also

describe coastal areas where dangerously high water or exceptionally high waves

are forecast, even though winds may be less than hurricane force. When the

hurricane warning is issued, all precautions should be taken immediately; all

areas in the warning zone are likely to be affected. Hurricane warnings are

seldom issued more than 24 hours in advance. If the hurricane’s path is unusual

or erratic, the warnings may be issued only a few hours before the beginning of

hurricane conditions.


12

G. Hurricane Categories: (Saffir/Simpson Scale)

STORM TYPE WINDS (mph) STORM SURGE

Category 1 74 to 95 4-5 feet




Category 5 >156 >18 feet

Also see Appendix 16.0 for the updated Saffir/Simpson Scale Wind Scale

THRESHOLD PLANNING & INCREASED READINESS CHART

An active, versus reactive, approach to planning, development, and implementation of

emergency operations is necessary to remain effective throughout emergencies.

Therefore, a backward planning schedule is effective for initiating further protective

measures against a hurricane. Due to the necessity of continuing operations in the face of

preparing for a hurricane, Chiefs and Directors should discuss the staffing needs of the

area. Depending on the needs of the department, it may be necessary to start allowing

some staff members time to secure their homes prior to the 72 hour window noted in the

schedule. The following schedule is based on estimated warning time periods and may

have to be escalated due to the unpredictable nature of a hurricane.


13

ETA

Of Eye (hours)


(Incident Commander and Deputy Incident Commander)

IC/DIC are part of the CEPG. Duties will overlap in some cases

Directors, Managers and Staff

Level I

H-72

To

H-60

1. Remain alert to weather bulletins

2. Activate – Clerk Emergency Policy Group

3. Establish contact with Emergency Operation Center (IC/DIC)

4. Attend Emergency Operation Center activities and briefings(DIC)

5. Alert all personnel

6. Allow time for key personnel to secure their homes and attend to

personal needs

7. Establish contact with Court’s Administration for court activities

schedule (IC)

8. Establish contact with County Administrator for situational updates

9. Authorize initial securing of inactive records and equipment (IC)

10. Maintain log of activities and expenditures as needed (DIC)

11. Authorize expenditures for overtime and necessary preparation supplies

1. Continue normal operations

2. Review response and preparation plans and procedures

3. Assess and project available staff levels (potential evacuation, school

closure, or limited access issues)

4. Check disaster preparation supplies and equipment

5. Review Hurricane Warning Checklist

6. Monitor and establish schedule for completion of work

7. Secure inactive records and equipment

8. Secure or move vital records

9. As practical, allow staff time to secure their homes and attend to

personal needs

10. Confirm all staff have current Clerk issued ID badges

11. Information Technology: Commence additional back-ups of

applications and databases as needed.

Level II H-60

to

H-46

1. Establish preliminary schedule for office closings based on Courts and

County Administrator’s decisions.

2. Prepare public service announcements to alert the public to the schedule

of services that the Clerk will provide during the emergency (PIO)

3. Authorize final preparations

4. Consider paycheck and other financial distribution options (due to

possible financial institution closings)

1. Complete Hurricane Warning Checklist

2. Continue service to the public with available staff

3. All other available employees assigned to complete ancillary tasks,

relative to the department preparing for the storm

4. Employees advise management of evacuation plans

5. As practical, allow staff time to secure their homes and attend to

personal needs.

6. Prepare all work areas to be secured

Level III

H-46 to H-36

1. Authorize actions to secure Clerk’s work areas in all the various

facilities

2. Establish projected office closings based on Courts and County

Administrator’s decisions

3. Update public service announcements as necessary (PIO)

4. Advise EOC of readiness (IC/DIC)

1. Confirm all work areas prepared and secured

2. Discontinue all service to the public when instructed to do so.

3. Employees report to work to maintain required services and to

finalize packaging, moving, security of resources and records.

Level IV

H-36

to

Landfall

Offices Remain Closed

(Timing of closing and length to be determined)

Offices Remain Closed

(Timing of closing and length to be determined)


14

ETA

Of Eye (hours)


(Incident Commander and Deputy Incident Commander)

IC/DIC are part of the CEPG. Duties will overlap in some cases

Directors, Managers and Staff

Recovery 1. Initiate re-entry and assessment procedures (IC /DIC)

2. Provide media with employee back to work information (PIO)

3. Provide information on the Emergency message line and website (PIO)

4. Hold post emergency review of actions and outcomes

1. Monitor designated media sources for back to work information

2. Call Clerk’s Emergency Message Line

3. Call Department’s Emergency Voice Mail Box


15

6.1 Storm Preparation Check List

In the event of a hurricane warning, use the following checklist to secure your

department and records:

___ Secure all records and equipment from floors, windows, and desk areas

___ Check floors for additional objects that can be damaged by water; protect if

possible by covering or moving to interior work areas

___ Secure plastic protective covering over open file shelving with waterproof tape if

applicable and practical

___ Complete disaster preparation procedures for computer equipment see

Equipment Protection Checklist

___ Close all storage files, cabinets, and drawers. As a general rule do not lock them.

___ Close all interior office doors

___ Make certain all entry doors are locked when exiting the area if applicable

___ Alert all staff to monitor emergency broadcast stations, the Clerk’s Emergency

Phone line and the individual department’s emergency voice mail boxes for

information related to the reopening information and being recalled to work.

___ Confirm all staff have their clerk issued ID badges. Remind them to take the

badges with them when they leave the office

___ Encourage staff to take personal items home. The Office is not responsible for

personal items that could be damaged

___ Gas and relocate vehicles as designated if applicable

___ Verify employee emergency information

___ Gather any critical work items and secure as per your department’s plan.

___ “To Go Box “should already be at Records Center


16

6.2 Equipment Protection Checklist

Equipment Protection

Check list for Protecting Equipment in Departments (Computers, Printers, and Phones)

Supplies needed:

Checklist

Pencil /Paper

Black Garbage Bags

Plastic Sheeting (if needed to cover over sized equipment)

Duct Tape

Permanent Marker

Scissors

Department Managers

To acquire garbage bags contact the IT Service Center at extension 4444. They have a

supply on hand and the bags will be available to be picked up by your department from

IT when a storm approaches.

Plastic sheeting should be used to cover over sized equipment. It should be precut and

labeled and stored in your area.

Computers:

1. Remove disks, CDs, or USB Data drive from each computer.

2. Power down the Computer according to established procedures.

a. Sign out of any applications you are logged on to

b. Close all open applications

c. Shutdown the computer

i. Click the Start button

ii. Click Shut Down button

iii. Select Shut down from the drop down menu

iv. Click “OK”

3. Wait for the computer to shutdown then turn off the monitor and the

computer.

4. Unplug the monitor and computer from the power source. Secure the power

cords.

(There is no need to unplug any wires from the phone.)

5. Do not unplug the network connection (LAN DROPS) from the wall. Do not

move equipment. All communications connections will be powered off in the

phone rooms.

6. Cover the monitor, desktop printer and phone with a black garbage bag. If the

computer is located on top of a desk or cabinet, cover it with a black garbage

bag.

(NOTE: If the computer is under the desk you Do Not need to cover it with a

garbage bag.)


17

Printers and Scanners:

1. Remove all paper from the printers and scanners.

2. Power down the printers and scanners according to established procedures.

a. Turn off the printers and scanners.

3. Unplug from power source. Secure the power cord.

(There is no need to unplug any wires from the phone.)

4. Do not unplug the network connection (LAN DROPS) from the wall. Do not

move equipment. All communications connections will be powered off in the

phone rooms.

5. Cover the printers and scanners with a black garbage bag. If the printer is a

large network printer cover the printer using plastic sheeting, scissors and duct

tape.


18

6.3 Emergency Supply Items – “To Go Box”

Suggested List of Items for To Go Boxes

Department Name:

Date:

ITEMS Items in Box (√ ) Quantity (√ )

Pens, Red, Black, Blue

Pencils Mechanical Lead

Large Bold Markers

Highlighters

White Out

Scotch Tape/disposable dispenser

Paper clips

Hole Punch

Binder clips

Rubber bands

Staplers

Staples

Staple remover

Scissors

Manual pencil sharpener

Ream of paper Printer, Copy

NCR paper

Lined pads

Labels

Manila Folders

Post it notes

Flashlights and batteries


19

ITEMS Items in Box (√ ) Quantity (√ )

Solar Calculator

Blank Floppy Disks*

Blank CDs*

Blank Flash Drives*

Blank name badges w/plastic holders

Inter office envelopes

Business sized envelopes

3 Ring binders

Tacky Finger

Anti-bacterial hand wash

Garbage Bags

Manual Time sheets*

Clerk’s Phone Directory printed

Small First Aid Kit

Emergency Contacts Directory*

Procedures – Non Emergency * Paper, Disk

Procedures – Emergency Essential Functions * Paper

Disk

Un-numbered case files *

Certification Stamp *

Time /Date Stamp and Ink pad*

Forms* Paper, Disk

Other Items:*

Items unique to the department *


20

7.0 Staffing the Office During a disaster event such as a hurricane, a certain amount of administrative leave

may be granted to employees. Such paid administrative leave is at the sole

discretion of the Clerk and is not guaranteed. It is not automatic and is usually

based on the closure of county and or clerk’s facilities.

All employees should be made aware that if the administrative leave of up to 5 days

is exhausted and they are not working in their regular job or an alternative job or

on approved leave, they would not be in a paid status. See pay policy ER-3.10 in the

Policy and Procedures Manual.

If we experience a major storm or other significant event, it may be necessary to reopen

on a limited basis. Staffing needs would be based on the particular department’s essential

functions and department disaster plans. Directors have determined the number of staff

critical to their department’s essential functions based on the Essential Functions Matrix

and questions. Since communications may be sporadic after a hurricane or other event,

some preplanning and decisions on staffing for the departments should occur. Prior to

the start of Hurricane season, department directors should work with their managers in

the department to facilitate resuming service to the public after an event causing the

closing of the office. Staff should be involved in the process since they will best know

their ability to respond after an event. When the decisions are made as to staffing, this

information should be shared with the employees and become part of the department’s

disaster plan. Departments should have their regular time sheets on hand for staff to

complete. In addition, staff members working in alternate locations need to fill out a

Disaster Event time sheet noting the location and hours worked and turn it into the

Clerk’s office as directed at the time of the event. See Appendix 9.8.

If our area does not sustain a significant impact from the storm or other event, when

the Office reopens, all employees will be expected to report to work

Staff members will be needed for those essential functions which must continue as noted

in Essential Functions and Critical Time Functions and by the department’s disaster plan.

Personnel should be made up of staff able to return immediately when the Office is

cleared to open or even before the Office officially reopens. When determining the

number of staff members to report, a certain number of back up personnel should be

included in case the primary staff members are not available.

When the Office reopens, staff may come back to their department or perform other

assigned duties for the Office. Employees will report to work based on instructions given

by the department prior to the event and or instructions on the Emergency Phone Line or

the individual department’s emergency voice mail boxes.

The Clerk’s Office is partnering with the County on the “Know Your Role” program

which is designed to provide alternate job assignments to deliver needed disaster related

service to citizens. It can provide employees with job assignments to allow them to stay


21

in a paid status in the event of a disaster that causes work interruptions. If circumstances

do not permit all employees to return to work in their regular jobs, instructions will be

given as to contact numbers and locations to report to for alternate job assignments. If

staff can not be utilized in our Office they may be released to work under the County’s

“Know Your Role” program. Employees who are released by official notice from the

Clerk’s office to work under the County’s “Know Your Role” program would contact the

County Intake Center at 272-5900 or report to the Intake Center located at the Florida

State Fairgrounds.

All employees regardless of location or status level are required to maintain contact

with the Office to the best of their ability.

Summary: In the event of a disaster all employees should monitor the Clerk’s Emergency

Phone Line and the individual department’s emergency voice mail boxes as well as local

TV and radio stations for information related to the Office closures and being recalled to

work. When the Clerk’s Office reopens employees will report to work based on

instructions given by the department prior to the event and or instructions on the

Emergency Phone Line or the individual department’s emergency voice mail boxes. If

circumstances do not permit all employees to return to work in their regular jobs,

instructions will be given as to contact numbers and locations to report to for alternate job

assignments. FAQ’s relating to this subject can be found in Appendix 9.11. Also see

Appendix 9.12 for ER 3.10 Disaster Recovery Compensation policy and ER 3.11

Disaster Recovery Work Assignments policy.

7.1 Access

Depending on the severity and nature of an event causing the closing of Clerk’s office

and subsequent reopening of the office after the event, re-entry into the area and

government offices may be regulated. It is therefore extremely important that every

employee has and is prepared to display their Clerk’s ID badge upon request.

7.2 My Disaster Contacts Page General Information

Taking care of our employees is a top priority during a disaster. The alternate contact

information provided in the My Disaster Contacts pages will assist the Office in locating

employees. Employees may access their My Disaster Contacts information thru ESS.

Information should be reviewed semi-annually and updated as often as necessary for the

information to remain current. The Directors and Managers will have access to the

employee information thru MSS based on their CATA authorization. Reports on

Spoolview are also available. Instructions on accessing these reports will be provided

under a separate document. All information is subject to the Chapter 119 exemption

where applicable and should be treated accordingly.


22

8.0 Recovery/Reconstitution

DISASTER RECOVERY SERVICES

These companies provide a records recovery service. We have a pre-agreement for

priority service with Belfor and in the future we will have agreements in place with some

other companies.

Departments with damaged records should fill out the Records Damage Assessment

Form found in Appendix 8.5. This is an internal form and may be used in conjunction

with a disaster recovery service or may just be used internally to document the extent of

the records damaged and recovery efforts. Directors should coordinate with their Chiefs

and the Incident Commander who will initiate contact with the disaster recovery

companies. In addition, members of the CEPG have access cards to contact the

companies if necessary. We will need clearance from the County Damage Assessment

teams before we can enter any county controlled buildings to begin recovery.


23

8.1 Time Critical Functions

Priority Recovery Time

County Criminal 1st Appearance & Circuit /County Criminal Emergency

Domestic Violence- Temporary Injunctions

Juvenile – Dependency, Shelter/Detention Hearings

BOCC Accounting – Banking Communications, Payroll tax, State Payments

Clerk / BOCC Payroll – (payroll week ) Creating payroll

Clerk to Board/Recording Secretaries

Strategic Planning ( Linda Goldstein) – PIO duties

Disaster Preparedness ( Lynn Ryder)– Recovery effort

Records Management – Records Delivery/pick up

CCC Accounting – (payroll week) Funding for Payroll ,Wire Transfers for

SBA & Nationwide

CCC Accounting (20th of month) Transfers for payroll taxes & payments to the

State

*Family Law Child Support Transmissions

*Appeals (If Higher Courts do not toll )

Records Library – research

Plant City

Mail Services

1day

Evidence- Handle evidence as soon as court sessions resume 2 days

Appeals* see One Day

Clerk / BOCC Payroll ( non payroll week)

CCC Accounting & BOCC Accounting ( non payroll week)

County Criminal

Circuit Criminal

Recording

Marriage License

BOCC Records

Budget

One week

Family Law* see One Day (Emergency Motions filed in D.V.)

Mental Health

Jury Services

Probate, Guardianship, & Trust

Circuit Civil

Mortgage Foreclosure

Traffic

County Civil

VAB

Recovery times based on information from The Administrative Office of the

Courts – 13th Judicial Circuit COOP and Clerk of Circuit Court Directors

One month


24

8.2 Alternate Sites

Department Number of Essential

Functions

&

Number of Essential

Personnel

Primary

Operating Site

Alternate Site Alternate Site Down Time

Administration County Center Records Center N/A

Audit County Center To be announced N/A

Clerk’s Emergency

Policy Group

County Center Records Center Pat Frank’s

Residence

N/A

Incident Management

Team

County Center Records Center Plant City N/A

Legal County Center Records Center Pat Frank’s

Residence

N/A

Resource Center

Edgecomb

To be announced N/A

Passport 419 Pierce St.

&

Satellites

To be announced N/A

Appeals Edgecomb To be announced One week

Circuit Civil Edgecomb To be announced One Month*

Foreclosure Edgecomb To be announced

Circuit Criminal Annex To be announced One week

Collections Edgecomb To be announced One Month

County Civil Edgecomb To be announced One Month

County Criminal 700 Twiggs To be announced One Week

Domestic Violence Edgecomb To be announced Plant City &

Family Justice

One Day

Evidence 407 East St. To be announced 2-3 days

Expungements Edgecomb To be announced One Month

Family Law Edgecomb To be announced One Month


25


Functions

&

Number of Essential

Personnel

Primary

Operating Site


Indigency Screening 7TH floor- 700

Twiggs

To be announced One Month

Jury Services Edgecomb To be announced One Month

Juvenile Annex To be announced One Day*

Mental Health Edgecomb To be announced One Month

Probate Edgecomb To be announced One Month

Records Management 2526 N.

Falkenburg

To be announced One Day

Tax Deed Edgecomb To be announced One Month

Traffic 6th floor 700

Twiggs & 419

Pierce St.

1st. fl Edgecomb

To be announced One Month

Brandon Regional

Service Center

311 Pauls Dr.

Brandon.

South Shore One Week

Plant City 302 N. Michigan

Ave

To be announced One Day

South Shore 410 307th St.

S.E.

Ruskin

Brandon

Regional

Service Center

One Week

Court System Support 505 East St. To be announced

Disaster Recovery

Switchboard

n/a 2526 N.

Falkenburg

IT 505 East St To be announced

Operations 2526 N

Falkenburg

To be announced

Telecom 505 East St. To be announced


26


Functions

&

Number of Essential

Personnel

Primary

Operating Site


BOCC Accounting County Center To be announced To be

announced

One Day

BOCC Records/VAB

County Center To be announced One Week / One

Month

Depends on

BOCC Board

Budget 419 Pierce St. To be announced One week

Clerk to the Board County Center Water

Resources

Building

Depends on

BOCC Board

Finance County Center To be announced N/A

Fixed Assets County Center To be announced One Week

Payroll County Center Records Center One Day *

System Support County Center To be

announced

Records Center One Day

VAB County Center See BOCC Rec. See BOCC Rec.

CCC Accounting 419 Pierce St. To be announced One week *

Employee Relations County Center To be announced One Day

Facilities County Center To be announced N/A

Mail Services 407 East Street Records Center One Day

Purchasing 407 East Street To be announced One Week

Recording / Records

Library / Marriage

419 Pierce St. To be announced One Week*

For driving directions to alternate locations see Appendix. 9.1

For additional information – see your director


27

8.5 Records Damage Assessment (Internal Form See 8.0)

Hillsborough County Clerk Of Circuit Court

Recovery Priority

High Priority (remove immediately)

Medium Priority (remove 2nd

wave)

Low Priority (remove last)

Location

Building Department/Office

Floor #

Type of Media (check all that apply)

Paper Computer Disks

Books CD-ROMs

Photographs Other

Slides

Videos/Audio Tapes

Microfilm/Microfiche

Oversized materials (maps,

Posters, etc)

Glossy Paper (magazine stock)

Description of Records

Record Type:

Vital

Important

Useful

Nonessential

Can the record be replaced? Yes No

If yes, can it be replaced: Easily With Difficulty Extremely Difficult

Type of Damage (check all that apply)

Debris Insects

Mold/Mildew Rodent

Mud Other

Water, High (dripping wet)

Water, Low (damp)

Smoke

Fire

Sewage

Temperature in Area: Low Normal High Approx:

Humidity in Area: Low Normal High Approx:


28

Recovery Recommendations

Professional recovery service

Internal recovery

Professional recovery service pack and transport

Internal pack and transport

Number of internal personnel required for recovery effort

Prepared by: Date:

FOLLOW-UP RECOVERY INFORMATION

Recovery Location

In-House

Professional

Company Name:

Contact Name:

Phone Number:

Date Sent:

Date Returned:

Recovery Actions

Air Drying Other:

Freezing

Hang Drying

Cleaning

Post Recovery Condition of Records

Poor

Fail

Good

Mold: Yes No

Comments:

Prepared by: Date:


29

9.0 Appendices

Driving Directions to alternate sites

Clerk’s emergency Phone numbers list

Senior Staff Overview Chart

External Communications

Clerk’s Time Sheet

My Disaster Contacts Page FAQ’s

Employee Relations Policies ER 3.10 and ER. 3.11


30

9.1 Driving Directions to alternate sites

Driving Directions for Clerk of Circuit Court

Satellite and Branch Facilities

BRANDON REGIONAL SERVICE CENTER – 311 Pauls Drive, Suite 110 Brandon,

FL, 33511

Selmon Expressway East to Falkenburg exit; turn right on Falkenburg to

Lumsden Road. Turn left on Lumsden (Causeway Blvd.) to Pauls Drive. Turn

left on to Pauls Drive. Clerk’s office is in the Brandon Regional Service Center

across from the U.S. Post Office. Elevated Selmon Expressway East to the end of

the Expressway exit onto Brandon Parkway continue east to the turnoff for Pauls

Drive turn left to Pauls Drive. At Pauls Drive turn left continue north to Brandon

Regional Service Center.

Hwy 60 East to Pauls Drive. Turn right. Continue south on Pauls Drive cross

Oakfield. Clerk’s Office is in the Brandon Regional Service Center on the left.

RECORDS CENTER AND IT CRIB – 2526 N. Falkenburg Road Tampa, FL 33619

Selmon Expressway East to Falkenburg exit; turn left on Falkenburg and pass the

intersection Hwy 60 turn left at 3rd

traffic light, then left at 1st driveway. Clerk’s

office is midway on the north side of structure.

I-4 East, take Exit 5 then east on Dr. Martin Luther King Drive, then south on

Falkenburg Road; cross over Broadway (574) and RR track and turn right at 1st traffic

light, then left at 1st driveway. Plant City Branch office is in the Courthouse.

PLANT CITY BRANCH - 301 North Michigan, Plant City, FL 33590

Hwy 60 East to Hwy 39 (James L. Redman Parkway turns into Collins St), north

approximately 6 miles, turn right on Reynolds, cross RR track, turn left on

Michigan. Plant City Branch office is in the Courthouse on the right.

I-4 East to Exit 21 (Wheeler St.), go south to Reynolds Street turn left; cross RR

track; turn left on Michigan. Plant City Branch office is in the Courthouse.

SOUTHSHORE – 410 30th

St. S.E., Suite 126 Ruskin, FL 33570

From Tampa – I-75 South to Exit 240-B, SR 674 (Ruskin), .2 miles to traffic

light, turn right on 30th

St. SE to 3rd

driveway entrance on right at SouthShore

Regional Service Center.


31

EDGECOMB COURTHOUSE – 800 E. Twiggs Street, Tampa, FL 33602

West bound Selmon Expressway – Exit 8 Downtown exit to Kennedy Blvd.

Kennedy Blvd. to Jefferson right on Jefferson, right on E. Twiggs Street

I- 275 S. exit 45A – Downtown East/West exit toward Downtown East on to

Orange St. becomes N. Pierce St. left on Twiggs

JIMMY KEEL LIBRARY – 2902 W. Bearss Ave., Tampa, FL 33618

I- 275 N. Exit 53 – Bearss Ave. bear left onto W Bearss Ave; turn left onto E.

Bearss Ave, u-turn at Palencia Dr. onto Bearss Ave.

CHILDRENS SERVICES – 3110 Clay Mangum Lane, Tampa, FL 33618

I – 275 N exit 53 , left on Fletcher to Clay Mangum Lane – turn left

CODE ENFORCEMENT – 10019 Windhourst Road, Tampa, FL 33619

Falkenburg Road north of Highway 60 turn right at light into Windhorst Road,

take second entrance into parking lot on right, bear left around the building to

Code Enforcement.

Roger Stewart Center (EPC) – 3629 Queen Palm Dr., Tampa, FL 33619

Selmon Expressway East to Falkenburg exit; turn left on Falkenburg continue

North crossing Hwy 60 and Broadway Ave. then at Queen Palm Dr. turn west

into the complex to 3629 Queen Palm Drive.


Falkenburg Road; at Queen Palm Dr. turn west into the complex to 3629 Queen

Palm Drive.

WRS BRANDON SUPPORT OPERATIONS COMPLEX – 332 N. Falkenburg Road,

Tampa, FL 33619

Selmon Expressway East to Falkenburg exit; turn left on Falkenburg and pass the

intersection Hwy 60 - Continue on Falkenburg – WRS in on the left, adjacent to

the county's Resource Recovery Facility and Animal Services shelter


Falkenburg Road; cross over Broadway (574) and RR track continue on

Falkenburg –WRS is on the right, adjacent to the county's Resource Recovery

Facility and Animal Services shelter


32

9.4 Clerk’s Emergency Phone Numbers

CLERK’S EMERGENCY INFORMATION LINE – 276-8100 OR 276-2029 EXT. 5000 ALTERNATE NUMBER – 276-2267

BRANDON REGIONAL SERVICE CENTER EXT 4119 , 4120 FAX # 635-7454

HOT SITE (CRIB) EXT 4934 IT OTHER EXT.– 4262 ,4217, 4489, 4491, FAX

272-6519

MAIL SERVICES EXT 4400

RECORD CENTER EXT 4938, 4939,4940

DEPARTMENT EMERGENCY VOICE MAIL BOXES----- SEE BELOW -

Administration – x3490 Circuit Criminal – x3510 Family Law, Collections,

Expungements – x3505

Plant City – x3496

Probate, Jury, Mental Health – x3499

County Audit – x3508 Appeals – x3504 Record Management – x3493

Board Services – x3498 County Civil/Tax Deed – x3511 Juvenile – x3494 Recording, Marriage – x3495

County Finance– x3500 County Criminal / ISU – x3503 BOCC Rec./VAB – x3512 South Shore – x3502

Brandon Regional Service Center

– x3506

Employee Relations – x3513 Mail Services – x3491 System Support – x3514

CCC Accounting ,Budget, x3492 Evidence – x3497 IT – x3489 Traffic – x3507

Circuit Civil – x3509 ISU – x3516 Payroll – x3501

For Additional Information see your Director


33

9.5 Senior Staff Overview

Under construction


34

9.6 External Communications

Agency Name/Title Telephone Number

TAMPA CITY

Fire Department Information

Prevention

Emergency

232-6805

274-7000

911

Mayor

Bob Buckhorn 274-8251

Police

Police

Emergency

Information

Non Emergency

911

276-3200

231-6130

Public Water Information 274-8121

Public Water Emergency Service

Sewer

274-7400

259-1693

Public Works After hours emergency 274-8197

Public Works 272-5912

272-5811 (FX)

TECO 228-4111

HILLSBOROUGH COUNTY

Citizens Action Center 272-5900

County Employee Intake Center

“Know Your Role”

Assignment Desk – Florida State Fairgrounds – 4800

Highway 301 S.

(813) 272 -5900

County Security

Administration

242-5075

Department of Public Safety Main 272 -5912

Emergency (any type) 911

Emergency Operations Center (EOC) Main Office 236 -3800

272- 6878 fax

Facilities Management 272 -5112


35


Facilities Management. Doug Taylor (MGR) 276 -2533

Fire Department- County 911

HCSO- Sheriff’s Office Ybor

Sheriff’s Office Falkenburg

247-8820

247-0234 Main Desk

247-0291Operations

HCSO General line 247-8000

“Know Your Role”

County Employee Intake Center

Assignment Desk – Florida State Fair Grounds 4800

Highway 301 N.

(813) 272-5900

Security SEE COUNTY SECURITY

Water Department 744-5600

STATE OF FL. LOCAL

AGENCIES

Attorney General Citizen’s SVCS 850-414-3300

850-410-1630

STATE LISTINGS

Department of Community Affairs Main numbers (850) 488-8466

Toll Free: 1-877-352-3222

TDD: 1-800-226-4329

Division of Emergency Management Main number (850) 413-9969

(850) 488-1016 Fax

FEDERAL

FEMA National 1-800-621-3362

FEMA Regional 1-770-220-5200

1-770-220-5250 fax

FEMA For additional contact information see Appendix Appendix 9.10

Air National Guard

Communication, Air Support

Contact IMT Member for Information ( page 5)

Army National Guard

Road Blocks, Ground Recovery

Contact IMT Member for Information ( page 5)

MacDill AFB Contact IMT Member for Information ( page 5)


36


OTHER AGENCIES

Red Cross Dereck Alden W- 348.4820 x 844


37

This page left blank


38

9.8 Clerk’s Time Sheet

Disaster Event Timesheet

Contact your Director for this time sheet


39

9.10 FEMA Information

FEMA Website: www.fema.gov

Telephone: 1 (800) 621-FEMA (3362)

TDD: TTY users can dial 1 (800) 462-7585 to use the Federal Relay Service.

Federal Emergency Management Agency

500 C Street S.W.

Washington, D.C. 20472

(Note: Please use the above address to reach the following offices by including the Office

Name as the second line of the address)

Office Name:

Office of the Director

Office of National Security Affairs

Office of Intergovernmental Affairs

Office of Policy and Regional Operations

Office of the General Counsel

Office of Public Affairs

Office of Human Resources

Office of Equal Rights

Response and Recovery Directorate

Federal Insurance Administration

Operations Support Directorate

Information Technology Directorate

Disaster Assistance Contacts

Please refer to the Applicant Guide if you have program questions regarding an eligibility

determination, type or amount of assistance.

http://www.fema.gov/assistance/process/index.shtm

General Questions [email protected]

Telephone: 1 (800) 621-FEMA (3362)

TDD: TTY users can dial 1 (800) 462-7585 to use the Federal Relay Service.

Fax: 1 (800) 827-8112

http://www.fema.gov/



mailto:[email protected]


40

Technical Assistance (Online Registration) Telephone: 1 (800) 745-0243

Fax: 1 (800) 827-8112


P.O. Box 10055

Hyattsville, MD 20782-7055

Fraud, Waste, and Abuse Contacts

Report fraud, waste, abuse, or allegations of civil liberties or civil rights abuses, or

mismanagement involving Department of Homeland Security programs or operations to:

E-mail: [email protected]

Fax: (202) 254-4292

Department of Homeland Security

Washington, DC 20528

Attn: Office of Inspector General, Hotline

Office of the Inspector General

Report False Damage Claims: 1 (800) 323-8603

Online Registration Technical Assistance

Telephone: 1 (800) 745-0243

Fax: 1 (800) 827-8112


P.O. Box 10055

Hyattsville, MD 20782-7055

National Flood Insurance

Tampa Office:

Telephone: (813) 975-7451

Fax: (813) 975-7471

NFIP B&S Agent

8875 Hidden River Pkwy

Suite 300

Tampa, FL 33637

mailto:[email protected]

http://www.dhs.gov/dhspublic/interapp/editorial/editorial_0326.xml


41

Region IV - Florida

General Contacts

Main phone number - 1 (770) 220-5200 - Fax phone number - 1( 770) 220-5250

Mailing Address: Federal Emergency Management Agency - 3003 Chamblee Tucker

Road, Atlanta, GA 30341 Telephone- (770) 220-5226

Regional Director's Office – FEMA Region IV (Florida)

Regional Director

Deputy Regional Director

Special Assistant to the Director

External Affairs Director

Emergency Analyst

Divisions Response and Recovery Division

Director

Chief, Human Services Branch

Chief, Infrastructure Branch

Chief, Response Operations Branch


42

9.11 Employee Disaster Plan – “My Disaster Contacts” - FAQ’s

Q. How do I find out what evacuation zone I live in?

A. Click on Check Your Current Evacuation Zone. If your county is not listed, you may

need to contact your county’s Emergency Management department or consult your county’s

Hurricane Guide or local phone book in the information section.

Q. I don’t know where I will go if I evacuate. What information should I enter under

the evacuation address?

A. Your evacuation address is the location you plan to evacuate to if you must leave your

home. If you are not in an evacuation zone and do not intend to evacuate, enter Home in the

evacuation address block. It is very important for you and your family to have an evacuation

plan ready. It is generally recommended that you stay with a relative or friend that is not in

the evacuation area.

Q. Why does the Clerk need to know where I’m going and my disaster contact

information?

A. Taking care of our employees is the Clerk’s top priority during a disaster. Without our

employees, we can not provide essential services to the citizens of Hillsborough County. We

want to make sure you and your families are safe and who we should contact in an

emergency.

Q. I am not sure what information to fill in under Evacuation Information on My

Disaster Contacts form.

A. Your evacuation address is the location you plan to evacuate to if you must leave your

home. If you are not in an evacuation zone and do not intend to evacuate, enter Home in the

evacuation address block. The Miles from Work block should be completed based on the

distance you would have to travel to reach your work location.

Q. What is the purpose of the emergency contacts section?

A. If you or your family have left your home, the contact numbers currently on file for you

may not help to locate you or get information to your family so the alternate contact numbers

help us to contact you or your family in the event of an emergency.

Q. I used to have a Commercial Driver’s License/EMT Certificate/etc., however it

expired. Should I mark it on the form?

A. No – for items that require current certification or licensure, please enter only those items

on which you are current.


43

Q. I am an excellent carpenter/plumber/etc.; however I do not hold a license or

certification. Should I mark it on the form anyway?

A. Yes – for items that do not necessarily require a current license or certification, you may

mark the form as long as you are willing and able to perform this work during an emergency.

Q. I am a Volunteer Firefighter/ Reserve Deputy/ Red Cross volunteer/etc. Where

should I list this information?

A. Please list this information at the end of the SKILLS section in the block for other

specialized experiences.

Q. Will I still get paid if I can not work at my usual location doing my regular job?

A. In the event you can not be assigned to your regular job, you may be assigned to an

alternate location and job. You would receive your regular pay

Q. Will I get any time off to take care of my home and family?

A. The Clerk may approve paid absences in accordance with Civil Service Rules.

Q. If I do not check off any skills or interests under the Skills section of the form, do I

still have to report to work?

A. Yes – the Clerk and the County will need all of its employees to respond in a disaster.

Employees who do not show up for work will not be paid and may be subject to disciplinary

action unless they are on approved leave.

Q. What if I am or a family member is injured or my home is destroyed, will I still be

expected to come to work?

A. The Clerk realizes that some employees may have some extenuating circumstances

during a disaster and taking care of our employees is our top priority. In the event you have

special circumstances at home, prompt and frequent communications with the office will be

required. Employees who have a legitimate emergency and make a reasonable effort to

contact the office will not be subject to disciplinary actions.

Q. In previous years, I elected to go on leave during a disaster. Can I still take this

option?

A. Leave will be granted on a case by case basis depending on the circumstances.


44

Q. How will I know if I am being recalled to work?

A. Employees should monitor their phones and e-mail as well as local TV and Radio stations

and other available means of communication following a disaster.

Q. Why am I being asked about my skills?

A. In the event of disaster that causes work interruptions, it may be necessary for employees

to work at alternate locations and alternate job tasks in order to provide needed services to

the community and to remain in a paid status at work. Knowing the job skills available will

allow placement of employees in needed areas.

Q. Will I continue working at my regular job after a disaster?

A. You may be assigned to your regular job or an alternate job depending on the nature of

the disaster and duration of any work disruption after the event.

Q. Who will have access to the information I provide?

A. You will have access to the information along with your manager and certain members of

the Senior Staff. The information is also sent to a data base under the control of the County’s

Human Resources Department and can be accessed by them in an emergency or disaster

situation.


45

9.12 Employee Relations Policies ER-3.10 and ER-3.11

CLERK OF THE CIRCUIT COURT ER-3.10

Department of Employee Relations Policies and Procedures Manual

SUBJECT: DISASTER RECOVERY COMPENSATION

EFFECTIVE: November 2013 REVIEW DATE: Five (5) Years

AUTHORITY:

Employee Relations is responsible for developing, implementing and updating

policies and procedures supporting employment standards, programs and benefits as

delegated by the Clerk of the Circuit Court.

PURPOSE:

Established to provide procedures for the payment of wages during an impending or

declared disaster and the recovery period following that disaster. The Robert T.

Stafford Disaster and Emergency Relief Act (PL 93-288), as amended, provides

avenues for reimbursement by the federal government of overtime wages paid by

local, state, and tribal governments in support of a declared disaster. The purpose

of this policy is to implement uniform policies and procedures for the payment and

accounting of wages during an impending or declared disaster and/or disaster

recovery period in order to ensure fair and equitable compensation for Clerk of

Circuit Court employees and to facilitate possible reimbursement of overtime

expenses.

POLICY:

Employees directed to work in support of a declared emergency shall receive their

regular rate of pay as well as overtime, when applicable. Employees volunteering to

work at alternative assignments in support of a declared emergency shall receive

their regular rate of pay as well as overtime, when applicable, for voluntarily

working at alternate assignments. During a state of emergency declared by the

federal government, the Governor of the state of Florida, or the Board of County

Commissioners of Hillsborough County, or during a period of Mutual Aid (county-to-

county aid within the state); Emergency Management Assistance Compact (official,

federally recognized organization for state-to-state mutual aid); or similar

assignment outside Hillsborough County, where work is being performed in an area

where a declared state of emergency exists:

1. Non-exempt (hourly) employees shall receive their regular rate of pay, plus


46

overtime (time and one-half) for all hours worked in excess of 40 hours per

week, when directed to work in support of a declared emergency.

2. Exempt (salaried) employees who perform work during the workweek shall

receive their normal compensation. Exempt (salaried) employees who work in

excess of 40 hours per week, on tasks directly related to the declared

emergency, shall receive their normal salary, plus their normal hourly wage

(straight-time) for those hours worked in excess of 40 hours per week.

3. Departments shall record all hours worked that are directly related to the

declared state of emergency. A report will be required for any subsequent

reimbursement purposes.

4. During a declared emergency, the Clerk may grant up to 40 hours paid

administrative leave to employees who are directed not to report to work.

Such paid administrative leave is at the sole discretion of the Clerk and is not

guaranteed. Payment of administrative leave during a declared emergency shall

occur based on the employee’s status as outlined below:

A. Employees Directed Not To Report – Paid Administrative Leave

Granted.

The Clerk may grant up to 40 hours (5 days) paid administrative leave to

employees who are directed not to report to work. Paid administrative leave

may be granted in any increment up to 40 hours.

B. Employees Directed To Work – Paid Administrative Leave Granted

Employees who work will be paid for all hours worked as described in

Paragraphs 1 and 2, above. Employees who are directed to work during a

declared emergency when the Clerk has granted paid administrative leave

shall also receive alternate time off for actual hours worked during the

period of administrative leave, not to exceed the total number of hours of

administrative leave granted. Alternate time off must be tracked by

departments and may be taken by employees at the discretion of

management. If paid administrative leave is not granted, alternative time

off is not available.

C. Employees Directed Not To Report – Paid Administrative Leave Not

Granted

In circumstances where the Clerk has not granted paid administrative leave,

employees directed to not report to work, or who are unable to report to


47

work, may utilize leave in accordance with existing policies. Otherwise,

employees will be placed on unpaid leave of absence until the declared

emergency ends.

5. Employees on any type of approved leave prior to or during the declared

emergency do not receive additional paid time off and are paid according to the

original, approved leave request. Employees whose leave is cancelled as a result

of the declared emergency are compensated according to Paragraphs 4 A. - C.,

above.

6. The Clerk of the Circuit Court and the Chief Deputies will not receive overtime

pay.

PROCEDURE:

1. All department directors and associate directors will ensure that all hours

are verified and accurate time and attendance records are maintained.

Since departments are responsible for all wages paid to Clerk employees

during a Disaster/Disaster Recovery Period, departments should carefully

review hours submitted, including those alternate work assignments.

2. All department directors and associate directors must maintain accurate

time keeping records during Disaster/Disaster Recovery Periods.

3. It will be the responsibility of the Director of Employee Relations to assure

compliance with this policy.

Approved By:

Pat Frank

Clerk of the Circuit Court

Date: November 2013


48

CLERK OF THE CIRCUIT COURT ER-3.11

Department of Employee Relations Policies and Procedures Manual

SUBJECT: DISASTER RECOVERY WORK ASSIGNMENTS

EFFECTIVE: November 2013 REVIEW DATE: Five (5) Years

AUTHORITY:

Employee Relations is responsible for developing, implementing and updating

policies and procedures supporting employment standards, programs and benefits as

delegated by the Clerk of the Circuit Court.

PURPOSE:

Established to provide procedures for defining employee work responsibilities

during an impending or declared disaster and the recovery period following a

disaster. Please refer to Civil Service Rule 5.1d.

POLICY:

The needs of Hillsborough County citizens must continue to be addressed during an

impending or declared Disaster and Disaster Recovery period.

PROCEDURE:

1. Employee Duty -

A. Alternate Work Assignments – During time of Pre-disaster and Disaster

Recovery, employees may be temporarily assigned to duties other than

the essential functions of their position and may be assigned to work at

different job sites.

B. Service Priority – Because the need to provide emergency services may

supersede other County operations, timeframes for processing any

personnel actions, may be suspended until a Disaster/Disaster Recovery

period has ended.

C. Monitor Radio/TV Stations – When a State of Local Emergency has been

declared by the BOCC, Governor or President, employees should monitor

local radio/television stations for instructions.

D. Contact with Department – Regardless of an employee’s disaster

recovery assignment, all employees must maintain daily contact with


49

their department. If telephone lines are down or conditions exist where

contact by telephone cannot be accomplished, employees should make

contact with their work unit as soon as possible. Employees must keep

their department informed of their status and whereabouts, and must

carefully track all hours worked.

2. Alternate Work Assignment Duty -

A. Coordination of Emergency Alternate Work Assignments – The County

Administrator and Clerk of Circuit Court Employee Relations department

will coordinate the Emergence Alternate Work Assignments effort.

When an employee is released by their department to work an

alternate work assignment outside the Clerk’s Office, they must call the

County Intake Center for work assignments. Representatives of

Employee Relations will be present at the County Intake Center to

coordinate Alternate Work Assignments. A representative of

Employee Relations at the County Intake Center will receive and

disseminate information including local disaster alternate work

assignments.

Approved By:

Pat Frank

Clerk of the Circuit Court

Date: November 2013


50

10.0 Acronyms

CAC – Citizens Action Center

CEMP – Comprehensive Emergency Management Plan

CEPG – Clerk’s Emergency Policy Group

COOP – Continuity of Operations Plan

CMT – Crisis Management Team

DIC – Deputy Incident Commander

EOC – Emergency Operations Center

EOT – Emergency Operations Team

ETA – Estimated Time of Arrival

IAP – Incident Action Plan

IC – Incident Commander

IT - Information Technology ( formerly MIS)

IMT – Incident Management Team

N/A - Not Available or Not Applicable

PIO – Public Information Officer

PWD – Public Works Department

RTO – Recovery Time Objective

SERT – State Emergency Response Team

SO – Safety Officer

TSAR – Technical Search and Rescue

TBA - To Be Announced

WG – Work Groups


51

11.0 Glossary

Alert and Notification - sets forth policies and procedures for the formal emergency

notification to employees through a system or variety of systems that an incident may

occur or has occurred. The alert and notification system also provides directions to

employees and the public regarding information sources of future information. The

systems may include our organization’s emergency telephone message system; public

announcement system; broadcast email; automated telephone messaging when available;

call trees; in person contacts, television and radio.

Time Critical Functions – Clerk’s functions that if not performed, would result in

failure of the Clerk’s mission. When considering which functions are essential, they

should be prioritized according directives issued by the 13th

Judicial Circuit and the

County Administrator and the Clerk as to their impact to maintain civil authority and

public safety.

Order of Succession - establishes a seamless transfer of leadership and decision-making

authority for the period of the COOP activation.

Delegations of Authority - establishes successive lines of administrative approval and

procurement authority for the period of COOP activation.

Alternate Facilities - pre-screened and pre-approved alternate facilities to be used in the

event the primary facility is unavailable.

Communications - procedures to gather, verify, and disseminate information to decision-

makers, all personnel, law enforcement, external stakeholders, and the public.

Interoperable Communications - communication devices that provide the ability to

communicate with internal and external stakeholders.

Recovery/Reconstitution - steps to return operations to pre-event status.

Essential Functions –Essential functions are an agency’s business functions that must

continue with no or minimal disruption. They are functions that must be continued in all

circumstances and functions that cannot suffer an interruption for more than 12 hours.

Some organizations have functions they are legally required to perform. The agency head

may also identify functions as essential. Other functions may be essential because they

provide vital support to another agency.

Vital records – may be defined as any agency record necessary for the resumption or

continuation of agency operations in an emergency or disaster; the recreation of the legal

or financial status of the agency; or the protection and fulfillment of obligations to the

people served by the agency. Vital records are records that are essential for the

continuous operation of a business or government and must be specially protected against

possible disasters, both natural and man-made. (This information from records

Management Integrated Systems)


52

14.0 Department Disaster Plans

See your Director

These plans reside in the departments.


53

15.0 Essential Functions

See your Director

CONTINUITY OF OPERATIONS PLAN - Hillsborough CountyTo devise a Continuity of Operations Plan...

Documents

Transcript of CONTINUITY OF OPERATIONS PLAN - Hillsborough CountyTo devise a Continuity of Operations Plan...